Version 3.7 Addendum

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Candace Porter
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1 Version 3.7 Addendum

3 Table of Contents Overview...3 General Improvements...3 XP Style Controls...3 Document Capture...3 Indexed Import...3 Configuring Auto Import...3 Defining the Template...5 Applying ADP...6 Special Note on Undeleting and Unfiling Documents...8 Native Document Support for InfoPath and other XML...8 Displaying InfoPath and XML...8 Send To...9 Editing InfoPath Forms...9 Indexing InfoPath Forms...9 Filing and Templates...10 Drop-Down Lists in Basic Templates...10 User Preference: Suppress Template Warning...10 Import and Export Individual Templates...11 Export Templates...11 Import Templates...15 Zetafax Integration...18 Version 3.7 Addendum 1

5 Overview Version 3.7 contains enhancements for both general users and system administrators. This addendum briefly describes each of these enhancements. It is geared toward the experienced docstar user. More complete information on the user-accessible features is available in the docstar User Reference Guide, which is installed as a PDF file with the client program. It can be accessed through the Windows Start menu or through docstar s Help menu. The other features are described fully in the Administrator s Guide, which is also installed with the client program and is available through the Windows Start menu. General Improvements XP Style Controls The experienced user will first notice a subtle update to the buttons and toolbars, which appear across the left edge of the main screen and the top of most windows in version 3.7. The new controls have a rounded appearance consistent with Windows XP. They will only be displayed on Windows XP and later operating systems; Windows 2000 will display the older controls. Document Capture Two new import features are available in version 3.7. Indexed Import docstar can now import documents, which are accompanied by indexing information (or metadata ) in XML format. Metadata in this format is available from many sources including these: MFP s (multifunction products), or digital copiers, which allow users to enter metadata while scanning. Generally a software accessory from the MFP manufacturer or a third party is needed. Output management software, which captures and manipulates print streams from data processing systems particularly legacy systems, which have limited inherent output options. Forms capture/processing software. These can be electronic forms or scanned paper forms. Documents with XML metadata are captured through a new option within the client Auto Import function. (See your Version 3.6 Addendum or User s Guide for more info on client Auto Import.) The metadata are then accessed through a new data source available within docstar templates. docstar can be configured to automatically file such documents without having them wait in an Inbox using the ADP feature, as describe below. Configuring Auto Import Indexed Import is an option within the client Auto Import function, introduced in version 3.6. If you re not already familiar with Auto Import, start by reviewing it in the User s Guide or the Version 3.6 Addendum. This document will focus only on what s new for Indexed Import. Before you configure Auto Import, generate a document with an XML file using your MFP or other document source. Open the XML file Windows will usually open XML in Internet Explorer, which is fine. You ll need to see this file later when you re defining the template; either keep the file open on your screen or print it. Next, you ll need to configure Auto Import. Start at the docstar main window and choose Options->Setup from the top menu. Then click on the Auto Import tab. Version 3.7 Addendum 3

6 Click New to add an Auto Import path. Make sure Indexed Import is selected. 4 Version 3.7 Addendum

Once configured, docstar s client service (see Chapter 7 of the Users Guide for more information on the client service) looks for a pair of files: a document file and an XML index file with the same

7 Once configured, docstar s client service (see Chapter 7 of the Users Guide for more information on the client service) looks for a pair of files: a document file and an XML index file with the same file base name, but with different extensions, such as: MYDOC.PDF MYDOC.XML The document file can be any recognized native type or image type. The index file must be.xml. Single files will be ignored until the pair is present. The XML file is parsed and stored when the document is imported. The data within it are then available through the template while filing. Defining the Template A new data source, Indexed Import, is now available. It is used specifically to extract data from documents imported through this function. The critical element to extracting data from the XML file is the Indexed Import Field setting, which is specified using XPATH. XPATH is a standard syntax, developed by the World Wide Web Consortium (W3C), for addressing parts of an XML file. Use of XPATH isn t exactly user friendly, but it is ultimately flexible Version 3.7 Addendum 5

allowing you to extract anything from any XML file. Please see the Appendix, XPATH Examples, for more information. You can and should test your XPATH by hitting the Test button.

8 allowing you to extract anything from any XML file. Please see the Appendix, XPATH Examples, for more information. You can and should test your XPATH by hitting the Test button. docstar will display the element of the imported XML file specified. If you see incorrect data or no data, recheck the syntax of your XPATH. If the document you re working with wasn t imported with an XML file or if it has previously been unfiled or undeleted (see below) then this message will be displayed: In this case you should import a new document with XML using Indexed Import to work on our template. Note: You must specify an XPATH that returns a single value will work. An XPATH, which returns multiple values will produce no data. Verifications and Transformations can be applied to Indexed Import data sources in your template, just as with other data sources. Likewise, Indexed Import data sources can be disposed to any available destination: title, custom field, etc. Finally, they may be referenced in subsequent Actions using the Other Action data source. Applying ADP Often, you will wish to automatically process and file indexed documents without having them wait in an Inbox. To do so, enable ADP in the selected template. 6 Version 3.7 Addendum

If you choose Run Immediately, and if there are no user-input actions required (User Prompt, Drop-down, etc.), the document will be automatically filed as soon as it is imported.

9 If you choose Run Immediately, and if there are no user-input actions required (User Prompt, Drop-down, etc.), the document will be automatically filed as soon as it is imported. (If the template fails, due to a verification error, for instance, the document may be sent to the Review box depending on the Review setting in the Options tab of the template.) If any user input is required, the document will go to the Inbox designated in the Auto Import configuration, regardless of the ADP setting. Run on Schedule is not supported for auto import documents. And finally, if no ADP is enabled, documents will always go to an Inbox. Data from the XML file will be applied, as specified in the template, when the template is run. Note: ADP, formerly only available with Advanced Templates, is now available in all systems. Indexed Import data sources are also available in all systems. Thus, automatic processing of image documents with XML is available in all models, including docstar CP. Note: Automatic processing is not available for native documents. Version 3.7 Addendum 7

Special Note on Undeleting and Unfiling Documents When a document is filed permanently or deleted, the XML data which had been imported with it are deleted, too.

10 Special Note on Undeleting and Unfiling Documents When a document is filed permanently or deleted, the XML data which had been imported with it are deleted, too. If the document is subsequently unfiled or undeleted, respectively, the XML data are still gone. Therefore, the document cannot be filed (or refilled) using Indexed Import. An alternate template must be used. Native Document Support for InfoPath and other XML InfoPath forms and other XML files can now be imported into docstar as native documents. InfoPath forms are valuable for implementing certain types of workflow solutions. To import XML files, just configure a client Auto Import path without turning on the Indexed Import option. XML files are treated like other native documents, except as follows Displaying InfoPath and XML Rather than display XML documents within the Manual File and View windows, docstar asks Windows to launch the registered application to display them. The application may be InfoPath, Internet Explorer, or some other program depending on settings in the operating system and information stored in the XML file. An appropriate viewer application must be installed to view the document. While the document is open, docstar displays this message in the normal document view pane. 8 Version 3.7 Addendum

If you close InfoPath, Internet Explorer, or other application while viewing a document, you can open it again by pressing the Open Document button.

11 If you close InfoPath, Internet Explorer, or other application while viewing a document, you can open it again by pressing the Open Document button. Send To The Send To button is not available for XML documents. Instead, use the registered application to print, , or otherwise transmit the document. Editing InfoPath Forms Document filing info (title, keywords, or custom fields) may be modified in docstar in the usual manner. However, there may be a need to update information in an InfoPath form. docstar does not accept changes to the original document, so if the form is edited, it must be saved and reimported as a new document to capture changes. Scripting within the InfoPath form can automated this process. Indexing InfoPath Forms Specifically in the case of InfoPath files, data within the XML can be extracted and used to file them, accurately and conveniently. This is one of the underlying components of our Real Estate Solution. Indexing InfoPath forms automatically requires: 1. Capture the InfoPath form using client Auto Import without Indexed Import selected. 2. Use Indexed Import data source actions, as described above, in your template which processes the InfoPath form. Valuable, customized solutions can be built with InfoPath and docstar; our Professional Service team can help with application analysis and/or implementation. Version 3.7 Addendum 9

Filing and Templates Drop-Down Lists in Basic Templates The drop-down list data source is now available in all systems not just those with Advanced Templates.

User Preference: Suppress Template Warning The following user preference has been added.

12 Filing and Templates Drop-Down Lists in Basic Templates The drop-down list data source is now available in all systems not just those with Advanced Templates. See Chapter 3 of the User s Guide for information on using drop-down lists in templates. User Preference: Suppress Template Warning The following user preference has been added. If Display Template Not Run Warning is checked, then whenever a user in Manual File presses File Permanently without having just run a template, this warning is displayed. If your process requires doing this regularly, you may turn off that warning by changing this setting. This is a user preference, so it can vary from user-to-user. 10 Version 3.7 Addendum

Import and Export Individual Templates The mechanism for backing up and restoring templates has been upgraded to allow one or more templates to be saved or loaded independently.

13 Import and Export Individual Templates The mechanism for backing up and restoring templates has been upgraded to allow one or more templates to be saved or loaded independently. This allows templates to be transferred more easily from one system to another, allowing customers to exchange templates they ve developed. Template Import and Export functions are still found under the Backup section of the Administrator s program. Choose the tab corresponding to Export or Import Export Templates If you select All, then all settings templates, rights, users, classes, user preferences, and custom fields will be exported. (This was how prior versions worked.) Version 3.7 Addendum 11

14 If you select Templates, the list of available templates is populated. 12 Version 3.7 Addendum

15 You can then select exactly which templates to export. (Use Ctrl+Click to toggle an individual selection.) Only the templates you select and the classes and custom fields they reference will be exported. (Note: even if you select all templates only those classes and custom fields which are referenced by those templates will be exported.) In either case, when you click Export Settings, you ll be prompted for a file name (the default is still SETTINGS.XML). Clicking Save will save the settings you ve designated. Version 3.7 Addendum 13

16 14 Version 3.7 Addendum

17 Import Templates With the All checkbox checked, Import will load all settings from the file you specify. If you click this checkbox to disable it, you are then able to individually select Classes, Custom Fields, Users & Preferences, Rights, and Templates. Version 3.7 Addendum 15

18 After checking the boxes of the items you wish to import, click Select Import File. A file open dialog will allow you to select any XML file, although SETTINGS.XML is the default. 16 Version 3.7 Addendum

19 After the file is selected, the templates within it are shown in the listbox. Version 3.7 Addendum 17

20 Here you can choose which templates to import. After making your selection, click Import Settings. The settings you ve selected will be loaded, replacing current settings of the same name(s) if the respective Replace checkbox is checked. Zetafax Integration Zetafax from Equisys, Inc. is now docstar s preferred integrated fax software. It offers inbound and outbound faxing from docstar similar to prior fax integrations. However, it is a more robust system, supporting high volumes even dual fax lines. It can also be expanded into a complete network fax solution, supporting desktop faxing from all Windows applications, fax distribution, Exchange integration, and more. Detailed installation, configuration, and usage information on Zetafax is included in the docstar Fax Services Guide. New Sample Templates Available, not Installed The set of sample templates included with all new systems and version updates has been updated to take advantage of Drop-Down Lists where appropriate. Additionally, they are no longer automatically installed. Instead, they are placed in the file C:\DOCSTAR\SAMPLE TEMPLATES\SETTINGS.XML. This gives system administrators the option of installing them or not as they wish. 18 Version 3.7 Addendum

MFP-Link for Sharp. Version 1.0

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